FutureSmart 3

Introduction

The printer has a feature that enables it to scan a document and send it to one or more email addresses. To use this scan feature, the printer must be connected to a network; however, the feature is not available until it has been configured. There are two methods for configuring Scan to Email, the Scan to Email Setup Wizard for basic and Email Setup for advanced. Use the following information to set up the Scan to Email feature.

Before you begin

To set up the Scan to Email feature, the printer must have an active network connection.

Figure : Connect to a network

Administrators need the following information before beginning the configuration process.

Administrative access to the printer

DNS suffix (e.g., companyname.com)

SMTP server (e.g., smtp.mycompany.com)

note:

If you do not know the SMTP server name, SMTP port number, or authentication information, contact the email/Internet service provider or system administrator for the information. SMTP server names and port names are typically found by doing an Internet search. For example, use terms like "Gmail smtp server name" or "Yahoo smtp server name" to search.

SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable.

In the left navigation pane, click TCP/IP Settings. A username/password might be required to access the Network Identification tab of the EWS.

On the TCP/IP Settings dialog, click the Network Identification tab.

If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com, gmail.com, etc.

Figure : Example of the TCP/IP Domain Suffix area

note:

If the Domain Name suffix is not set up, use the IP address.

Click Apply.

Click OK.

Step two: Configure the Send to E-mail feature

The two options for configuring Send to Email are the E-mail Setup Wizard for basic configuration and E-mail Setup for advanced configuration. Use the following options to configure the Send to E-mail feature:

Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next.

-OR-

Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next.

Option three: Add SMTP server

Select Add SMTP server

Enter the Server Name and Port Number, and then click Next.

note:

In most cases, the default port number does not need to be changed.

note:

If you are using a hosted SMTP service such as Gmail, verify the SMTP address, port number, and SSL settings from the service provider’s website or other sources. Typically, for Gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.

Please refer to online sources to confirm these server settings are current and valid at the time of configuration.

Select the appropriate server authentication option:

Server does not require authentication: Select Server does not require authentication, and then click Next.

Option one:I know my SMTP server address or host name: Enter the address of an SMTP server, and then click Next

Option two: If you do not know the address of the SMTP server, select Search network for outgoing e-mail server, and then click Next. Select the server, and then click Next.

note:

If an SMTP server was already created for another printer function, the Use a server already in use by another function option displays. Select this option, and then configure it to be used for the email function.

On the Set the basic information necessary to connect to the server dialog, set the options to use, and then click Next.

note:

Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split e-mails if larger than (MB).

note:

In most cases, the default port number does not need to be changed. However, when using the Enable SMTP SSL Protocol option, port 587 must be used.

note:

If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol check box. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.

Please refer to online sources to confirm these server settings are current and valid at the time of configuration.

On the Server Authentication Requirements dialog, select the option that describes the server’s authentication requirements:

Server does not require authentication, and then click Next.

Server requires authentication

From the drop-down box, select Use credentials of user to connect after Sign In at the control panel, and then click Next.

From the drop-down box, select Always use these credentials, enter the Username and Password, and then click Next.

note:

If using a signed-in user's credentials, set email to require sign in by the user on the printer control panel. Deny device guest access to email by clearing the check box for email in the Device Guest column in the Sign in and Permission Policies area on the Access Control dialog of the Security tab. The icon in the check box changes from a check mark to a lock.

On the Server Usage dialog, choose the printer functions that will send email through this SMTP server, and then click the Next button.

note:

If the server requires authentication, a user name and password for sending automatic alerts and reports from the printer will be required.

On the Summary and Test dialog, enter a valid email address in the Send a test e-mail to: field, and then click Test.

Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.

In the Quick Sets area, select one of the following options:

note:

Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or within the Quick Sets application at the product.

Select an existing Quick Set under Quick Sets Application in the table.

-OR-

Click Add to start the Quick Set Wizard. Complete the following information:

Quick Set Title: Enter a title for the new Quick Set.

Button Location: From the Button Location drop-down list, select either Home Screen or Quick Sets Application.

Quick Set Description: Enter a description of the Quick Set.

Quick Set Start Option: To set how the Quick Set starts, click either Enter application, and then user presses Start or Start instantly upon selection.

In the Address and Message Field Control area, enter a Default From: setting and any of the other optional settings.

Address and Message Field Control settings:

Feature

Description

Address Field Restrictions

Specify whether users must select an email address from an address book or whether users are allowed to enter in an email address manually.

caution:

If Users must select from address book is selected, and any of the address fields are also set as User editable, changes to those editable fields also change the corresponding values in the address book.

To prevent users from changing contacts in the Address Book at the printer control panel, go to the Access Control page on the Security tab, and deny Device Guest access to address book modifications.

Allow invalid e-mail address formats

Select to allow an invalid email address format.

User editable

To use the Default From address and Default Display Name for all emails sent from this printer (unless a user is signed in), do not select the User editable check box.

When setting up the address fields, if the User editable check box is unchecked, users will not be able to edit those fields at the printer control panel when sending an email. For send-to-me functionality, clear the User editable check boxes for all of the address fields, including the From: , To:, CC:, and BCC: fields, and then set that user's send email From: their own email address and To: their own email address.

Default From: and Default Display Name:

Provide an email address and name to use for the From: address for the email message.

note:

Create an email account for the printer, and use this address for the default email address.

note:

Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own.

To:

Provide a To (recipient) email address for emails.

CC:

Provide a CC email address for emails.

BCC:

Provide a BCC email address for emails.

Subject:

Provide a default subject line for the email messages.

Message:

Create a custom message. To use this message for all emails sent from the printer, clear or do not select the User editable check box for Message:.

In the Signing and Encryption area, set the signing and encryption preferences.

Signing and Encryption settings:

Feature

Description

Signing

Select whether to sign the security certificate.

Select the User editable check box to make this setting editable at the printer control panel.

Hashing Algorithm

Select the algorithm to use for signing the certificate.

Encryption

Select whether to encrypt the email.

Select the User editable check box to make this setting editable at the printer control panel.

Encryption Algorithm

Select the algorithm to use for encrypting the email.

Attribute for Recipient Public Key

Enter which attribute to use to retrieve the recipient’s public key certificate from LDAP.

Use the recipient public key certificate to verify the recipient

Select this setting to use the recipient’s public key certificate to verify the recipient.

In the Notification Settings area, select when users will receive notifications about sent emails. The default setting is using the signed in user's email address. If the recipient email address is blank, no notification is sent.

In the Scan Settings area, set the default scanning preferences.

Scan settings:

Feature

Description

Original Size

Select the page size of the original document.

Original Sides

Select whether the original document is single-sided or double-sided.

Optimize Text/Picture

Select to optimize for the output of a particular type of content, or select Manually adjust.

Optimize For

This setting is only available when Optimize Text/Picture is set to Manually adjust. Select a manual-adjust value.

Content Orientation

Select the way the content of the original document is placed on the page: Portrait or Landscape, or select Automatically detect.

2-Sided Format

This setting is not available when Content Orientation is set to Automatically detect. Select to describe the binding of the page to specify if the back side of the page is upside down or right side up.

Background Cleanup

Select a value to remove faint images from the background or to remove a light background color.

Darkness

Select a value to adjust the darkness of the file.

Contrast

Select a value to adjust the contrast of the file.

Sharpness

Select a value to adjust the sharpness of the file.

Image Preview

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Cropping Options

Select whether or not to allow a job to be cropped and the type of cropping option.

Job Build

Select this setting to combine several sets of original documents into one email attachment. Also, use this setting to scan an original document that has more pages than the document feeder can accommodate at one time.

Automatic Tone

Select this setting to set to automatic the Darkness, Contrast, and Background cleanup settings, which then makes these settings unavailable on this page.

Multi-feed Detection

Select this setting to enable detection of multi-feed jobs.

Erase Edges

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

In the File Settings area, set the default file settings preferences.

File settings:

Feature

Description

File Name Prefix

Set the default file name prefix used for files saved to a network folder.

Default File Name

Default file name for the file to be saved.

Select the User editable check box to make this setting editable at the printer control panel.

File Name Suffix

Set the default file name suffix used for files saved to a network folder.

Duplicate filename suffix default [filename]_YYYYMMDDT

File Number Format

Select a file name format for when the job is divided into multiple files.

Default File Type

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the printer control panel.

File Name Preview

Enter a file name, and then click the Update Preview button.

Default Color Preference

Select whether the file is in black & white or in color.

Default Output Quality

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Default Resolution

Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.

Compression

Specify if the file uses Normal or High compression when saving a scanned document as a PDF or XPS file. If compression is set to High, the scanned file is smaller, but the scanning process might take longer than Normal compression.

Black TIFF Compression

Select the black TIFF compression algorithm to be used to compress the generated TIFF file.

Color/Grayscale TIFF Compression

Select the color/grayscale TIFF compression algorithm to be used to compress the generated TIFF file.

PDF encryption

If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start.

Disable OCR file types

Select this setting to prevent OCR file types from being available from the product control panel.

Enable Blank Page Suppression

If the Enable Blank Page Suppression option is enabled, blank pages will be ignored.

Review the selected options to verify that they are accurate, and then click Apply to complete the setup.

Step three: Configure the Quick Sets (optional)

Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or within the Quick Sets application at the printer.

In the Quick Sets area, select one of the following options:

Select an existing Quick Set under Quick Sets Application in the table.

-OR-

Click Add to start the Quick Set Wizard.

If you selected Add, the Quick Sets Wizard opens. Complete the following information:

Quick Set Title: Enter a title for the new Quick Set.

Button Location: From the Button Location drop-down list, select either Home Screen or Quick Sets Application.

Quick Set Description: Enter a description of the Quick Set.

Quick Set Start Option: To set how the Quick Set starts, click either Enter application, and then user presses Start or Start instantly upon selection.

Step four: Set up Send to E-mail to use Office 365 Outlook (optional)

Introduction

Microsoft Office 365 Outlook is a cloud-based email system provided by Microsoft which uses Microsoft's Simple Mail Transfer Protocol (SMTP) server to send or receive emails. Complete the following to enable the printer to send an email with an Office 365 Outlook account from the control panel.

note:

You must have an email address account with Office 365 Outlook to configure the settings in the EWS.

Configure the outgoing e-mail server (SMTP) to send an e-mail from an Office 365 Outlook account

Using the EWS top navigation tabs, click Networking.

In the left navigation pane, click TCP/IP Settings.

In the TCP/IP Settings area, click the Network Identification tab.

If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com, Gmail.com, etc.

Figure : Example of the TCP/IP Domain Suffix area

note:

If the Domain Name suffix is not set up, use the IP address.

Click Apply.

Click the Scan/Digital Send tab.

On the left navigation pane, click E-mail Setup.

On the E-mail Setup page, select the Enable Send to E-mail check box. If this check box is not available, the feature is unavailable at the printer control panel.

In the I know my SMTP server address or host name field, type smtp.onoffice.com, and then click Next.

On the Set the basic information necessary to connect to the server dialog, in the Port Number field, type 587.

note:

Some servers have problems sending or receiving e-mails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split emails if larger than (MB).

Select the Enable SMTP SSL Protocol check box, and then click Next.

On the Server Authentication Requirements dialog, complete the following information:

Select Server requires authentication.

From the drop-down list, select Always use these credentials

In the Username field, type the Office 365 Outlook email address.

In the Password field, type the Office 365 Outlook account password, and then click Next.

On the Server Usage dialog, choose the printer functions that will send email through this SMTP server, and then click the Next button.

On the Summary and Test dialog, enter a valid email address in the Send a test email to: field, and then click Test.

Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.

FutureSmart 4

Introduction

The printer has a feature that enables it to scan a document and send it to one or more email addresses. To use this scan feature, the printer must be connected to a network; however, the feature is not available until it has been configured. There are two methods for configuring Scan to Email, the Scan to Email Setup Wizard for basic and Email Setup for advanced. Use the following information to set up the Scan to Email feature.

If you are unable to view the video above, or to view the video in a different size, click here to watch the video on YouTube.

Before you begin

To set up the Scan to Email feature, the printer must have an active network connection.

Figure : Connect to a network

Administrators need the following information before beginning the configuration process.

Administrative access to the printer

DNS suffix (e.g., companyname.com)

SMTP server (e.g., smtp.mycompany.com)

note:

If you do not know the SMTP server name, SMTP port number, or authentication information, contact the email/Internet service provider or system administrator for the information. SMTP server names and port names are typically found by doing an Internet search. For example, use terms like "Gmail smtp server name" or "Yahoo smtp server name" to search.

SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable.

Step one: Configure the Network Identification settings

Configuring email setup on the Networking tab is an advanced process and might require the assistance of a system administrator.

Using the EWS top navigation tabs, click Networking.

note:

For configuring the network settings for use with Office 365, see "Step five: Set up Scan to Email to use Office 365 Outlook (optional)."

In the left navigation pane, click TCP/IP Settings. A username/password might be required to access the Network Identification tab of the EWS.

On the TCP/IP Settings dialog, click the Network Identification tab.

If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com, gmail.com, etc.

Figure : Example of the TCP/IP Domain Suffix area

note:

If the Domain Name suffix is not set up, use the IP address.

Click Apply.

Click OK.

Step two: Configure the Scan to Email feature

The two options for configuring Scan to Email are the Email Setup Wizard for basic configuration and Email Setup for advanced configuration. Use the following options to configure the Scan to Email feature:

Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next.

-OR-

Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next.

Option three: Add SMTP server

Select Add SMTP server

Enter the Server Name and Port Number, and then click Next.

note:

In most cases, the default port number does not need to be changed.

note:

If you are using a hosted SMTP service such as Gmail, verify the SMTP address, port number, and SSL settings from the service provider’s website or other sources. Typically, for Gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.

Please refer to online sources to confirm these server settings are current and valid at the time of configuration.

Select the appropriate server authentication option:

Server does not require authentication: Select Server does not require authentication, and then click Next.

Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next.

-OR-

Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next.

On the Configure Email Settings dialog, enter the following information for the sender’s email address, and then click Next.

note:

When setting up the From, Subject, and Message fields, if the User editable check box is unchecked, users will not be able to edit those fields at the printer control panel when sending an email.

Option

Description

From

(Required)

Select one of the following options from the From drop-down list:

User’s address (sign-in required)

Default From: Enter a default email address and display name in the Default From Email Address and Default Display Name fields

note:

Create an email account for the printer, and use this address for the default email address.

note:

Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own.

Subject

(Optional)

Provide a default subject line for the email messages.

Message

(Optional)

Create a custom message.

To use this message for all emails sent from the printer, clear the User editable check box for Message.

In the Configure File Scan Settings area, set the default scanning preferences, and then click Next.

Option

Description

File Type

Select the default file type that the for the scanned document:

PDF

JPEG

TIFF

MTIFF

XPS

PDF/A

Color/Black

Select the default color setting for the scanned document:

Color

Black

Black/Gray

Automatically detect

Quality and File Size

Select the default output quality for the scanned document:

Low (small file)

Medium

High (large file)

Resolution

Select the default scan resolution for the scanned document:

75 dpi

150 dpi

200 dpi

300 dpi

400 dpi

600 dpi

Review the Summary area, and then click Finish to complete the setup.

Method two: Advanced configuration using the Email Setup

Using the EWS top navigation tabs, click Scan/Digital Send, and then click Email Setup in the left navigation pane.

note:

By default, the Email Setup page displays the basic settings for Scan to Email setup. To access additional settings, click the Advanced Settings button at the bottom of the page.

On the Email Setup dialog, select the Enable Scan to Email check box. If this check box is not selected, the feature is unavailable at the printer control panel.

Figure : Example of the Enable Scan to Email page

In the Outgoing Email Servers (SMTP) area, complete the steps for one of the following options:

Select one of the displayed servers

Click Add to start the SMTP wizard.

In the SMTP wizard, select one of the following options:

Option one:I know my SMTP server address or host name: Enter the address of an SMTP server, and then click Next

Option two: If you do not know the address of the SMTP server, select Search network for outgoing email server, and then click Next. Select the server, and then click Next.

note:

If an SMTP server was already created for another printer function, the Use a server already in use by another function option displays. Select this option, and then configure it to be used for the email function.

On the Set the basic information necessary to connect to the server dialog, set the options to use, and then click Next.

note:

Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split emails if larger than (MB).

note:

In most cases, the default port number does not need to be changed. However, when using the Enable SMTP SSL Protocol option, port 587 must be used.

note:

If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol check box. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled.

Please refer to online sources to confirm these server settings are current and valid at the time of configuration.

On the Server Authentication Requirements dialog, select the option that describes the server’s authentication requirements:

Server does not require authentication, and then click Next.

Server requires authentication

From the drop-down box, select Use credentials of user to connect after Sign In at the control panel, and then click Next.

From the drop-down box, select Always use these credentials, enter the Username and Password, and then click Next.

note:

If using a signed-in user's credentials, set email to require sign in by the user on the printer control panel. Deny device guest access to email by clearing the check box for email in the Device Guest column in the Sign in and Permission Policies area on the Access Control dialog of the Security tab. The icon in the check box changes from a check mark to a lock.

On the Server Usage dialog, choose the printer functions that will send email through this SMTP server, and then click the Next button.

note:

If the server requires authentication, a user name and password for sending automatic alerts and reports from the printer will be required.

On the Summary and Test dialog, enter a valid email address in the Send test email to: field, and then click Test.

Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up.

In the Address and Message Field Control area, enter a From: setting and any of the other optional settings.

Address and Message Field Control settings:

Feature

Description

Address Field Restrictions1

Specify whether users must select an email address from an address book or whether users are allowed to enter in an email address manually.

caution:

If Users must select from address book is selected, and any of the address fields are also set as User editable, changes to those editable fields also change the corresponding values in the address book.

To prevent users from changing contacts in the Address Book at the printer control panel, go to the Access Control page on the Security tab, and deny Device Guest access to address book modifications.

Allow invalid email address formats1

Select to allow an invalid email address format.

User editable

To use the Default From address and Default Display Name for all emails sent from this printer (unless a user is signed in), do not select the User editable check box.

When setting up the address fields, if the User editable check box is unchecked, users will not be able to edit those fields at the printer control panel when sending an email. For send-to-me functionality, clear the User editable check boxes for all of the address fields, including the From:, To:, CC:, and BCC: fields, and then set that user's send email From: their own email address and To: their own email address.

Default From: and Default Display Name:

Provide an email address and name to use for the From: address for the email message.

note:

Create an email account for the printer, and use this address for the default email address.

note:

Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own.

To:1

Provide a To (recipient) email address for emails.

CC:1

Provide a CC email address for emails.

BCC:1

Provide a BCC email address for emails.

Subject:

Provide a default subject line for the email messages.

Message:

Create a custom message. To use this message for all emails sent from the printer, clear or do not select the User editable check box for Message:.

In the Signing and Encryption area, set the signing and encryption preferences.

note:

These settings are available only on the Advanced Settings page.

Signing and Encryption settings:

Feature

Description

Signing

Select whether to sign the security certificate.

Select the User editable check box to make this setting editable at the printer control panel.

Hashing Algorithm

Select the algorithm to use for signing the certificate.

Encryption

Select whether to encrypt the email.

Select the User editable check box to make this setting editable at the printer control panel.

Encryption Algorithm

Select the algorithm to use for encrypting the email.

Attribute for Recipient Public Key

Enter which attribute to use to retrieve the recipient’s public key certificate from LDAP.

Use the recipient public key certificate to verify the recipient

Select this setting to use the recipient’s public key certificate to verify the recipient.

In the Notification area, select when users will receive notifications about sent emails. The default setting is using the signed in user's email address. If the recipient email address is blank, no notification is sent.

In the Scan Settings area, set the default scanning preferences.

note:

These settings are available only on the Advanced Settings page.

Scan settings:

Feature

Description

Original Size

Select the page size of the original document.

Original Sides

Select whether the original document is single-sided or double-sided.

Optimize Text/Picture

Select to optimize the output of a particular type of content.

Content Orientation

Select the way the content of the original document is placed on the page: Portrait or Landscape.

Background Cleanup

Select a value to remove faint images from the background or to remove a light background color.

Darkness

Select a value to adjust the darkness of the file.

Contrast

Select a value to adjust the contrast of the file.

Sharpness

Select a value to adjust the sharpness of the file.

Image Preview

Select whether to require or make optional a displayed preview of the job or to disable a preview.

Cropping Options

Select whether or not to allow a job to be cropped and the type of cropping option.

Erase Edges

Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job.

In the File Settings area, set the default file settings preferences.

File settings:

Feature

Description

File Name Prefix1

Set the default file name prefix used for files saved to a network folder.

File Name

Default file name for the file to be saved.

Select the User editable check box to make this setting editable at the printer control panel.

File Name Suffix1

Set the default file name suffix used for files saved to a network folder.

Duplicate filename suffix default [filename]_YYYYMMDDT

File Name Preview1

Enter a file name, and then click the Update Preview button.

File Numbering Format1

Select a file name format for when the job is divided into multiple files.

Add numbering when job has just one file (ex. _1–1)1

Select this setting to add numbering to a file name when the job is only one file instead of multiple files.

File Type

Select the file format for the saved file.

Select the User editable check box to make this setting editable at the printer control panel.

High Compression (smaller file)1

Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file.

PDF encryption1

If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start.

Resolution

Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller.

Quality and File Size

Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send.

Color/Black

Specify whether copies are to be printed in color, black and gray, or black only.

Suppress blank pages1

If the Suppress blank pages option is enabled, blank pages will be ignored.

Create Multiple Files1

Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file.

Review the selected options to verify that they are accurate, and then click Apply to complete the setup.

Step three: Configure the Quick Sets (optional)

Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or within the Quick Sets application at the printer.

In the Email Setup area of the left navigation pane, click Quick Sets.

Select one of the following options:

Select an existing Quick Set under Quick Sets Application in the table.

-OR-

Click Add to start the Quick Set Wizard.

If you selected Add, the Quick Sets Setup page opens. Complete the following information:

Quick Set Name: Enter a title for the new Quick Set.

Quick Set Description: Enter a description of the Quick Set.

Quick Set Start Option: To set how the Quick Set starts, click either Enter application, then user presses Start or Start instantly when selected from the Home Screen.

Define the following settings for the Quick Set: Address and Message Field Control, Signing and Encryption, Notification, Scan Settings, File Settings.

Click Finish to save the Quick Set.

Step four: Set up Scan to Email to use Office 365 Outlook (optional)

Introduction

Microsoft Office 365 Outlook is a cloud-based email system provided by Microsoft which uses Microsoft's Simple Mail Transfer Protocol (SMTP) server to send or receive emails. Complete the following to enable the printer to send an email with an Office 365 Outlook account from the control panel.

note:

You must have an email address account with Office 365 Outlook to configure the settings in the EWS.

Configure the outgoing email server (SMTP) to send an email from an Office 365 Outlook account

Using the EWS top navigation tabs, click Networking.

In the left navigation pane, click TCP/IP Settings.

In the TCP/IP Settings area, click the Network Identification tab.

If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com, Gmail.com, etc.

Figure : Example of the TCP/IP Domain Suffix area

note:

If the Domain Name suffix is not set up, use the IP address.

Click Apply.

Click the Scan/Digital Send tab.

On the left navigation pane, click Email Setup.

On the Email Setup page, select the Enable Scan to Email check box. If this check box is not available, the feature is unavailable at the printer control panel.